DESIGN/BUILD RIGHT OF WAY PROJECT PROGRESSION Tuesday, October 13, 2015 4:15 – 4:45 PM

Design/Build Right of Way Project Progression

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Kerry Fulton Strategic Projects Division, ROW Texas Department of Transportation

Elizabeth T. Norris Right of Way and Utility Management Atkins

Ryan Bean Dallas/Fort Worth, Construction Kiewit

SPEAKERS

Strategic Project Division (SPD) ROW Projects Are Different

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PPP

•Public Private Partnership

CDA

•Comprehensive Development Agreement

DB

•Design Build

DBOM

•Design Build Operate Maintain

Concession

•Form of project financing

Programs under the Strategic Projects Division include:

It Begins With Coordination and Communication

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The P3 project model

Advanced Acquisition

when possible

Identify and

manage risk

SPD ROW Program

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Early Communication

Utility Owners

County & Local

Judges

TxDOT District Office

Title Companies

Local cities and counties

Coordination Meetings:

SPD ROW Program Project Coordination

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TxDOT PMC TxDOT SPD

TxDOT ROW Division

TxDOT District

Office of Attorney General

Acquisition Service Provider

Developer/DBC

Title Company Environmental Specialist

Utility Providers

CONDITIONAL AWARD What happens after the selection?

The SPD ROW Program Process

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Notices in accordance with SB 18

Once procurement is complete, Design Builder will be tasked with acquiring the necessary right of way for the project.

TxDOT may undertake some right of way acquisition in order to progress the project during procurement.

Schedule

Flowcharts and Checklists

SPD ROW Program - Solution Driven

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DBC is responsible for all ROW acquisition and relocation

Determine what ROW is necessary for constructability:

Good communication and due diligence will prevent problems later on that could affect schedule.

Proper training for all agents, especially relocation agents is critical; this is a very specialized field.

SPD PROGRAM APPROACH Programmatic and Consistent

SPD ROW Program - Positive Approach to Challenges

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Identify and manage risk

Encourage negotiated settlements

Encourage design to mitigate damages

Execution with Integrity

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Concurrent Activities

Consistency of Process and Deliverables

Acquisition and Condemnation

Packages

SPD ROW Program Acquisition Guidelines

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ReceptionistDocument Control Oversight

Legend

Document Control Scanner scans transmittal

Document Control Scanner sends original transmittal and

package to Project Coordinator

Project Coordinator copies and files original transmittal and

confirms dates in ROW Tracker and inputs into Package

Tracking Log

Project Coordinator sets up Package Components for

Distribution

Reviewer sends package back to Project

Coordinator after Review and placed in Under Review Folder

Signed Appraisal Acceptance or Rejection Letter

Update ROW Tracker and Assignment Log

Project Coordinator sends Approval/Rejection to

Document Control.

Document Control Scanner scans Acceptance/

Recommendation Letter and Package and Upload to E-Managers and email

Document Control Oversight.

Project Coordinator sends out email notification

and enter date into ROW Tracker.

Receptionist receives package and date stamps transmittal.

Logs date in ROW Tracker and notifies Project Coordinator

and Document Control Scanner

YES

NOProject Coordinator

contacts ASP

Developer Prepares and Submits Acquisition Package

Project Coordinator adds assignment to ROW

Tracker

Project Coordinator alerts Task Leads

Task Lead assigns Reviewer & Notify Project Coordinator of

Assignment

Package Picked Up and Signed Out

Reviewer Signs Acceptance/

Recommendation Submittal Form

Package Picked Up and Signed Out

Reviewer Signs Acceptance/

Recommendation Submittal Form

Reviewer sends package back to Project

Coordinator after Review and placed in Under Review Folder

Package Picked Up and Signed Out

Reviewer Signs Acceptance/

Recommendation Submittal Form

Reviewer sends package back to Project

Coordinator after Review and placed in Under Review Folder

Package Picked Up and Signed Out

Reviewer Signs Acceptance/

Recommendation Submittal Form

Reviewer sends package back to Project

Coordinator after Review and placed in Under Review Folder

Package Picked Up and Signed Out

Reviewer Signs Acceptance/

Recommendation Submittal Form

Project Coordinator presents Approval/Recommendation or

Rejection Letter to TxDOT

TxDOT approves Packages and authorizes offer to Owner or

Approves rejection of Package

Is Package Approved

Document Control Scanner scans Rejection Letter and upload to E-Managers and emails Document Control

Oversight.

Document Control Oversight confirms upload and enters

Approval/Rejection date in ROW Tracker and sends notification

to Project Coordinator and places in Outbox.

Developer authorized to submit Initial Offer to Property Owner.

Document Control Scanner

Task Lead

Developer

YES

NO

Project Coordinator

TXDOT

Package Reviewed Package Reviewed Package Reviewed Package Reviewed Package Reviewed

Does Package Require Corrections

YES

NO

Developer addresses corrections

Developer sends corrected components to

Reviewer

Is Package Complete

Project Coordinator confirms.

TxDOT sends Package back to Project Coordinator.

Project Coordinator sends Package to TxDOT for Review

and updates Sign Out Log.

Project Coordinator makes a copy of Approval/Rejection

Letter for Hard File

Reviewer

Reviewer contacts ASP and Email Project Coordinator regarding details of Correction

NO

Reviewer sends package back to Project

Coordinator after Review and placed in Under Review Folder

Project Coordinator reviews package against Negotiation

Review Checklist

Developer picks up Package.

Receptionist obtains signature from ASP at time of pickup.

Project Coordinator alerts Appraisal Reviewer.

Project Coordinator alerts Survey Reviewer

Project Coordinator alerts Title Reviewer

Project Coordinator alerts ESA Reviewer

Project Coordinator alerts Acquisition Reviewer

Document Decision

START

End

SPD ROW Program – Rules and Innovation

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Follow the Law •Senate Bill 18 •Uniform Act •TxDOT Right of Way Manuals •Development Agreement

DESIGN BUILD CONTRACTOR PROGRAM APPROACH

“…and they’re off!”

Communication

Key Points

Establish effective lines of communication early

Establish expectations, document in PMP, stay consistent

Consistent, predictable results

Task force decisions & resolutions

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Integrated Project Schedule

Key Points

Primavera schedule integrating all aspects of project

Assign priorities, work where you can

Be realistic but not overly conservative, “can do!”

Communicate updates job wide immediately

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Process Driven – Details!

Key Points

Monitor status of each process

Close coordination with design

Start with the end in mind

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SPD ROW Program Compliance Verification

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FHWA Audits

State Audits

Bond Market Auditors

TxDOT Internal Audits

TxDOT External Audits

THANK YOU No autographs please